Objectifs

119The African Development Bank office in Nairobi (KEFO) has been established to strengthen dialogue between the Bank and Government, development partners, the private sector, and the civil society, in the design of its development policy and programs, as well as on implementation, monitoring and evaluation of the poverty reduction strategy. The office also seeks to assist the operational functions of the Bank Group in launching and follow up of projects and programs in Kenya. The major functions of the office fall under the major areas of: country programming, project administration, promoting participation, regional integration, and aid co-ordination, in line with the partnership principles and with a view to increasing development effectiveness and impact. KEFO invites applications from suitably qualified candidates to fill the following vacant position. This is a local position, and posting will be in the Kenya Field Office (Nairobi) of the African Development Bank Group.

Under the overall administrative authority of the Resident Representative and on daily supervision by the Administrative and Finance Officer, the Finance and Administrative Assistant will undertake to implement the KEFO's administrative services including accounting and budgeting, human resources activities and supervision of use of office facilities and resources. He/she will carry out effective recording, control and management of Bank resources, the Office's operational activities in keeping with the Bank's policies and guidelines.

Fonctions et responsabilités

Budget preparation and implementation:

Assist the Finance and Administrative Officer in drawing up the administrative budget of the Bank's Office following the schedule set by the Budget Department while taking into account the particular investment needs of the Office;

Assist the Finance and Administrative Officer in recording, up-dating and monitoring expenditure in accordance with the Bank's internal control rules and procedures

Report periodically on the status of budget implementation and propose possible revisions.

Assist the Finance and Administrative Officer in establishing procedures and controls to improve efficiency of service and identify cost savings and promote efficient use of Bank resources.

Assist the Finance and Administrative Officer in proposing advise to management on methods to improve control environment in the Field Office

Keep and maintain daily updates of all the required Field Office books of accounts, records, inventory and files in order, and all financial transactions captured and entered in SAP

Produce for review by the Finance and Administrative Officer and final approval of the Resident Representative, all the Office monthly financial and budget execution reports

In collaboration with the Finance and Administrative Officer, undertake timely preparation and verification of reports, statements and schedules for auditing of the Country Office activities

Human Resources Management

Keep all staff records up-dated

Up-date and submit monthly reports on personnel management

Assist the Finance and Administrative Officer to manage office staff benefits in accordance with the Human Resources policy and instructions in force

General Administration: institutional procurement of goods and services and Management of property and equipment

Undertake procurement of goods and services in keeping with the Bank' rules and procedures

Assist the Finance and Administrative Officer in preparing and monitoring service providers' contracts

Keep stock of Office supplies and inventory of Bank property and equipment

Ensure the quality of Bank facilities in Kenya, including workspaces, property and equipment as well as service provision relating to the upkeep, maintenance and security of facilities according to Bank standards

Organize, supervise and monitor the activities of administrative staff and ensure appropriate training for the latter in order to obtain quality services;

Ensure all administrative documents necessary for the proper functioning of the office and staff are obtained from the relevant authorities

Proper management and control of office stores and petty cash

Ensure administrative support to all the Field Office staff and bank's visiting mission as required

Ensure that proper filing is undertaken in the Field Office;

Ensure that proper control mechanism and segregation of duties are in place, and that Bank procedures are fully implemented.

Critères de sélection

Notamment compétences, connaissances et expérience souhaitables

At least a Bachelor's degree in Business Administration, Accounting, and/or Finance; combined with membership to an internationally recognized professional accounting body (e.g. CA, CPA, ACCA) with knowledge and experience in administrative; financial accounting and full range of office support work, with a high level of sustained performance

At least five years of relevant work experience and experience in a similar post in a multilateral organization will be considered an advantage

Thorough knowledge and use of all relevant computer software and the ability to help organize data and information retrieval systems

Strong interpersonal and verbal communication skills

Proven ability to work effectively in a team-oriented, multicultural environment and to function effectively as a member of various groups

Competence in the use of Bank standard software (SAP, Word, Excel, Access, MS Projects and PowerPoint)

Strong written and verbal communication skills in English. Knowledge of French will be considered an advantage.